Bilingual Executive Assistant (English/Spanish fluency required) – Miami Beach, FL at The Wellington Agency in Miami Beach, FL

Job description

• A private client is seeking an experienced and highly organized Executive Assistant to provide dedicated support to a principal and assist with the coordination of his business and personal priorities. This is a fast-paced, high-trust role requiring excellent judgment, discretion, strong communication skills, and the ability to proactively manage a demanding schedule. The ideal candidate understands that an Executive Assistant role goes beyond simply managing a calendar and is comfortable serving as a gatekeeper, problem-solver, and trusted right hand. They will be responsible for protecting the principal’s time, confidently prioritizing competing requests, anticipating needs, and ensuring that meetings, travel, appointments, and other commitments are handled seamlessly with minimal direction. This is an urgent search, and the client is looking to move quickly.

Responsibilities

• Manage and maintain a complex calendar, including meetings, appointments, and shifting priorities
• Act as a professional gatekeeper, evaluating meeting requests and determining when to accept, decline, or appropriately reschedule requests
• Proactively protect the principal’s time and ensure his schedule remains efficient and manageable
• Coordinate domestic and international travel, itineraries, transportation, and related logistics
• Schedule and coordinate meetings with internal and external contacts
• Manage meeting preparation, follow-up, and action items as needed
• Assist with the coordination of multiple businesses and ongoing business-related priorities
• Provide occasional Personal Assistant support as needed
• Communicate professionally with executives, business contacts, vendors, and other key individuals
• Handle sensitive and confidential information with a high degree of discretion
• Anticipate needs, identify potential scheduling conflicts, and resolve issues before they become problems
• Provide general administrative and organizational support to keep the principal’s day-to-day affairs running smoothly

Requirements

• 5+ years of experience as an Executive Assistant supporting a high-level executive, entrepreneur, principal, or private client
• Strong calendar management and scheduling experience
• Excellent judgment and the ability to confidently prioritize competing requests
• Strong organizational skills and exceptional attention to detail
• Professional, polished, and highly discreet
• Ability to work independently and anticipate needs
• Strong written and verbal communication skills
• Comfortable working in a fast-paced environment where priorities can change quickly
• Spanish and English fluency is REQUIRED
• Ability to work primarily in an office environment in Miami
• Must have a valid driver’s license and vehicle

Skills

Required

• Calendar management
• Scheduling
• Excellent judgment
• Prioritization
• Organizational skills
• Attention to detail
• Professionalism
• Discretion
• Independence
• Anticipating needs
• Written communication
• Verbal communication